Library Minutes 2013 07-08-13
APPROVED 8/12/13
Yorkville Public Library
Board of Trustees
Monday, July 8, 2013, 7pm
902 Game Farm Road – Library Historic Wing
The meeting was called to order at 7:02pm by President Beth Gambro.
Roll Call:
Russ Walter-yes, Carol LaChance-yes, Susan Chacon-yes Judy Somerlot-yes, Sandy
(arr. 7:17pm),
Lindblom-yes, Barb Johnson-yes, Jo Ann Gryder-yes, Beth Gambro-yes, Dale Pranga-yes
Others Present:
Library Director Michelle Pfister
Liaison Carlo Colosimo
Recognition of Visitors:
President Gambro recognized Alderman Colosimo.
Amendments to the Agenda:
Ms. Gambro announced that there would be an Executive Session.
Minutes:
June 10, 2013
nd
Feltes
It was noted that on page 3, 2 line, the name should read Rita , not Rita Murphy. The minutes
were then approved as amended on a motion by Barb Johnson and second by Carol La Chance. Voice
vote approval.
Correspondence:
Ms. Pfister read a letter from the Library Attorney stating he was raising his rate from $180/hour to
$195/hour.
Public Comment:
None
Staff Comment:
None
Report of the Treasurer:
Treasurer Lindblom noted a letter was received from Finance Director Fredrickson stating that gifts &
memorials will now be shown on a separate report. It was noted both the “Giving Tree” and Trivia
Night proceeds were placed in this fund.
Check Register
Page 2: Castle Insurance: Bonding for the Board Officers and Library Director is $456 and the
Treasurer is $568. Ms. Pfister noted the bond amount for her is $340,000 (greater than the Finance
Director at $100,000). She suggested lowering her bonding to $100,000 since she no longer handles
most of the money. State grants are sent electronically, she writes no checks and she only handles
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fines, subscriptions and memorials. This would lower her premium amount to $100. Ms. Lindblom
also said her own bond amount seemed somewhat high since she only signs checks which always
require a second signature.
Mr. Walter moved to lower the bond amount to $100,000 for Library Director Pfister. Judy Somerlot
seconded the motion and it was approved unanimously on a voice vote.
Page 4: Trico bill for $570: they were called when the building became very hot—they were unable to
fix and the building control was called. They were able to fix the problem at a cost of over $600.
Budget Report
Ms. Lindblom said the Library had received $283,907 in taxes, which is almost 50% of the taxes
expected. She also reported $1,112 in fines for the month. Page 2 of the report also shows
approximately $3,000 in property taxes received for debt service.
Cash Statement
Treasurer Lindblom commented that the balance was larger this month due to the taxes received.
Payment of Bills
Motion: Barb Johnson moved to pay the following and Jo Ann Gryder seconded the motion:
Payroll: $37,571.59
Bills: $ 7,008.97
City Bills: $ 2,633.85
TOTAL: $47,214.41
Roll call: LaChance-yes, Chacon-yes, Somerlot-yes, Lindblom-yes, Johnson-yes, Gryder-yes,
Gambro-yes, Pranga-yes, Walter-yes. Passed 9-0.
Report of the Library Director:
1.Ms. Pfister presented the monthly stats for the Library
2.She attended a meeting of Kendall County Library Directors to discuss the future of the
libraries for the next 20 years. Administrator Jeff Wilkins of Kendall County requested the
meeting.
3.Men's club going well
4.Adult summer reading program—43 fliers were distributed and 521 fliers handed out for kids'
program
Judy Somerlot presented the Friends' report and said the book sale is the main fundraiser. She
presented sign-up sheets for volunteer assistance. The Friends also adopted the area around the library
sign to complete yard work. The Garden Club will be asked for assistance with courtyard cleanup.
5. Ms. Pfister said only 3 participants attended the drop-in resume assistance. Waubonsee College
th
and Worknet presented the program and they will return on July 11 and in August. Ms.
Johnson suggested it be publicized with PADS and Michelle will suggest to WCC.
6. 107 kids attended the juggler program, Friends paid for this event
7. A report for Illinet was required along with the state report. Illinet is for books not
found in the Yorkville Library. Michelle gave the stats for Illinet books and also noted
Yorkville charges $3 per book for postage.
8. Author Elizabeth Wheeler asked to use the library to film a “trailer” for a book she wrote
9. Request was made to use the Trivia Night proceeds for window-washing. If this
money is not used, there is $5,000 in the “outside maintenance” line item.
10. Disaster plan will be updated
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11. Ms. Pfister has given employees individual instruction in the event of emergencies and they
also read safety policy
12. Ms. Somerlot asked that her name be corrected in the Environmental Scan Report.
City Council Liaison:
Alderman Colosimo said he received an inquiry from a teacher as to why teachers cannot use the
Library conference rooms for tutoring. The policy is that no one can use the rooms if they are paid for
their services. Ms. Johnson said the schools should be informed about the policy. Mr. Pranga
suggested that a letter should be sent to the Superintendent (or Union President per Ms. Gambro) and
ask him/her to disseminate the information to express the Board's position. The Board Secretary will
draft the letter that will be sent and it will also be shared with the City.
There is a time limit of 3 hours for the conference room. Ms. Pfister noted that Plano and Oswego do
allow use of their conference rooms for tutoring purposes. Jo Ann Gryder also said this would be a
good discussion item for the Kendall County Librarians. It was decided the policy should be reviewed
by the Policy Committee and discussed with Plano and Oswego for their input. Charging for use of a
room was also suggested.
It was also noted that the City survey will be presented in the Fall.
Standing Committees:
No reports
Unfinished Business:
Building Siding
Mr. Pranga said he has not been able to review the facts, but will do so soon and report to the Board.
Ms. Pfister also said she had sent an email to Carl for the status, however, there was no reply.
New Business:
Election of Officers
No other nominations were made and Ms. Gryder made a motion to cast a unanimous ballot for the
following: Beth Gambro for President, Barb Johnson for Vice-President, Sandy Lindblom for
Treasurer and Susan Chacon for Secretary. Carol LaChance seconded this motion. There was
unanimous voice vote approval.
Trustees Environmental Scan
Ms. Pfister said she will correct the spelling of Judy's name and the report will be sent with the per
capita grant.
Email and FOIA
Russ Walter asked for this matter to be discussed after exploring the Open Meetings Act information.
He said if a Freedom of Information Act was filed and involved communication by email, Board
members would be forced to open their personal email to the public. There are also legal issues
regarding deletion of emails with other Board members. He said there is a Microsoft program for this
purpose. Under this program, emails are secured for legal purposes. Mr. Walter volunteered to set up
a free, second email for each Board member. Library staff members will be included in this action.
Mr. Pranga made a motion to authorize Mr. Walter to set up the email addresses under “Officer 65”.
Ms. LaChance seconded this motion. Unanimous voice vote approval.
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FY 2013/14 Committees
New committee assignments were reviewed.
Executive Session:
1.For the discussion of minutes of meeting lawfully closed under the Open Meetings Act, whether
for the purposes of approval by the body of the minutes or semi-annual review of the minutes.
2.For the appointment, employment, compensation, discipline, performance or dismissal of
specific employees of the public body or legal counsel for the public body, including hearing
testimony on a complaint lodged against an employee of the public body, or against legal
counsel for the public body to determine its validity.
The Board adjourned out of regular session at 8:11pm and entered into Executive Session at 8:12pm.
Executive Session ended at 8:26pm and the regular meeting reconvened at 8:27pm.
Roll call back into the regular session:
Somerlot-yes, Lindblom-yes, Johnson-yes, Gryder-yes, Gambro-yes, Pranga-yes, Walter-yes,
LaChance-yes, Chacon-yes
New Business (cont.):
Release of Executive Session Minutes
Judy and Sandy had previously reviewed these minutes. Ms. Somerlot made a motion to release the
2013 Executive Session minutes and Ms. LaChance seconded the motion. Unanimous voice vote
approval. The other packet of minutes considered will remain sealed at this time. Later in the meeting,
Ms. LaChance moved that it should be stated that the second packet of minutes (1987 to 2012/specific
dates listed in Executive Session minutes) was reviewed and it was decided to have them remain
sealed. Mr. Walter seconded. Unanimous voice vote.
Library Director Compensation
Ms. Johnson moved to grant a paid personal leave day to the 4 full-time library employees and Library
Director Michelle Pfister for this fiscal year. Susan Chacon seconded this motion.
Roll call vote: Lindblom-yes, Johnson-yes, Gryder-yes, Gambro-yes, Walter-yes, Pranga-yes,
LaChance-yes, Chacon-yes, Somerlot-yes. Passed 9-0. Ms. Johnson also asked that the minutes reflect
that the Board extends a thank you to all for their service to the library.
Additional Business:
None
Adjournment:
There was no further business and the meeting was adjourned at 8:30pm on a motion by Mr. Pranga
and second by Ms. LaChance.
Minutes respectfully submitted by
Marlys Young
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